2023-05-26 Annual General Meeting of the Board–Minutes- DRAFT

Northern Lights Library System Board

Regular Meeting

Northern Lights Library System

IN-PERSON
Also available online: 

10:00 AM Friday, May 26, 2023

General Board Mtg Full Package | Minutes in PDF

AGENDA

Mission: Bringing the world to our communities by collaboratively providing efficient, effective, and exceptional library service.

Advocacy Slogan: Libraries Value Beyond Words

Chair Contact Information: Vicky Lefebvre (780) 573-1926

1. Call to order [10:00 am]
2. Acknowledgement of Treaty 6 and Land of the Metis:

Northern Lights Library System respectfully acknowledges that the land on which we gather is Treaty 6 territory and a traditional meeting ground and home for many Indigenous Peoples, including Cree, Saulteaux, Niitsitapi (Blackfoot), Métis, and Nakota Sioux Peoples.

    3. Quorum – (25) has been met - 38 Absent, 43 Present, 7 Guests Board Attendance 2023 

    4. M1 – Maxine Fodness motions to Adopt the Agenda as presented, all in favor, motion             carried.

    5. M2 -  Dwayne Spicer motions to accept the Minutes of the February 24, 2023 General Board Meeting as presented/amended, all in favor, motion carried.

For Information

    6. Chairperson’s Report – Vicky Lefebvre

    M3- Barbara Smith motions to accept the Chairs report as presented, all in favor, carried.

    7.  Library Manager's Council (LMC) report, Jodi Dahlgren

    M4- Kelly Chamzuk motions to accept the LMC report as presented, all in favor, carried.

    8. Alberta Library Trustee Association (ALTA) report –Jennifer Anheliger–Report let stand

    9. Financial Report - James MacDonald

M5- Jennifer Johnson motions to accept the financial report as presented, all in favor, carried.

For Decision

    10. Population and Levy Discussion
Briefing note: The town of Vermilion (among others) has expressed concern about using the same population figures used by the province to calculate the grant and the NLLS levy. They've asked that the Board revisit the population figures discussion and consider using the most up-to-date population figures available. other systems do this and have language in their agreements, such as Chinook Arch:

Chinook Arch agreement language:
"The population of a municipality that is a Party to this Agreement shall be deemed to be the most recent official estimate of the population for the municipality published by the Government of Alberta for the fiscal year prior to the fiscal year in which the levy is made"

Having spoken with system directors following this model, we’ve learned it is not without problems. The province, for example, published 2021 numbers only to retract them a few months later, leading to confusion amongst system members. Using the latest numbers does not allow a municipality time to lodge disputes with provincial estimates.

This spreadsheet shows the effect of using various population figures on NLLS revenues.

Using the 2021 Federal census would reduce the population by 3,366 people ($35,658.38). This is a 2% budget reduction. Using the federal census would come with the benefit of 4-year stability. However, it would likely lead to complaints in later years when figures do not keep up with rapidly changing populations.

Using the 2021 Alberta Treasury Board numbers would reduce the population by 1,576 people ($16,662.78). This is about a 1% budget reduction.

We can amend our agreement with a vote of 2 thirds of the board. 

M6 – Darlene Beniuk motions to accept Option1 – Darlene withdraws her motion.

M7 – Darlene Beniuk motions to not change the current NLLS agreement and continue to tie the provincial operations grant and the NLLS levy together. In favor - Linda Fenerty, Lyndie Nickel, Len Falardeau, Darlene Beniuk, Mary Arnold, Maxine Fodness, Larry Tiedemann, Wanda Cochrane, Donna Rudolph, Al Harvey, Daniel Warawa, Eric Nissen, Robin Leighton, Josh Crick, Irene Talaga, Roger Konieczny, Curtis Schoepp, Daryl Frank, Brandon Parsons, Ashley Rainey, Cindy Lefsrud, Edie Yuill, Jennifer Johnson, Norm Noel, Stephen Dafoe, Amy Cherniwchan, Travis Schiewe, Leroy Kunyk, Tanya May, Jennifer Beattie, Shantell Bielesch, Mary Jane Quinney, Loraine Berry, Diane Saskiw, Barry Bruce, Dwayne Spicer, Barbara Smith, Kelly Chamzuk, Vicky Lefebvre, Matthew McClennan, Janine Paly, motion carried. Opposed – Kirby Whitlock, motion carried.

Kirby Whitlock called for a recorded vote.

     11. Provincial Grant Increase
Briefing Note: The province announced an increase in library funding on March 1st. You can read the letter from Minister Schulz for more details. This change includes a move from the 2016 population to the 2019 population. We need to make several choices as a result.

For greater details, see this expanded briefing note.

We have at least 3 options:

1) Continue with the approved budget based on the 2016 population numbers and charge levies accordingly. This is potentially outside the agreement and could be contentious. However, it is the least disruptive to budgets.

Option 1 is the recommendation of the Executive Committee. 

2) Stick to the letter of the agreement and change to the 2019 population numbers. This is likely to be contentious and the most disruptive. It would require cutting checks to those that have already paid and billing those whose populations went up. There are a few strong advocates for this approach. A switch mid-budget may assist some library boards whose populations fall. Cold Lake makes a good example as the municipality whose population falls the most in absolute numbers (775).

3) Charge levies in 2023 on the lesser population between 2019 and 2016. This would largely wipe out the gains in provincial funding for the system in 2023. However, it would likely be the least contentious

M8- Loraine Berry motions to continue with the approved budget based on the 2016 population numbers and charge levies accordingly. In favor- Linda Fenerty, Lyndie Nickel, Len Falardeau, Darlene Beniuk, Mary Arnold, Maxine Fodness, Larry Tiedemann, Wanda Cochrane, Donna Rudolph, Al Harvey, Daniel Warawa, Eric Nissen, Robin Leighton, Josh Crick, Irene Talaga, Roger Konieczny, Curtis Schoepp, Daryl Frank, Brandon Parsons, Ashley Rainey, Cindy Lefsrud, Edie Yuill, Jennifer Johnson, Norm Noel, Stephen Dafoe, Amy Cherniwchan, Travis Schiewe, Leroy Kunyk, Tanya May, Jennifer Beattie, Shantell Bielesch, Mary Jane Quinney, Loraine Berry, Diane Saskiw, Barry Bruce, Dwayne Spicer, Barbara Smith, Kelly Chamzuk, Vicky Lefebvre, Matthew McClennan, Janine Paly, motion carried. Opposed – Kirby Whitlock, motion carried.

Kirby Whitlock called for a recorded vote.

Overage money options - James

M9- Len Falardeau motions to keep the excess monies from the population number change from the 2023 operating grant in the NLLS operating budget. In favor – Linda Fenerty, Lyndie Nickel, Len Falardeau, Darlene Beniuk, Mary Arnold, Maxine Fodness, Larry Tiedemann, Wanda Cochrane, Donna Rudolph, Kirby Whitlock, Al Harvey, Daniel Warawa, Eric Nissen, Robin Leighton, Josh Crick, Irene Talaga, Roger Konieczny, Curtis Schoepp, Daryl Frank, Brandon Parsons, Ashley Rainey, Cindy Lefsrud, Edie Yuill, Jennifer Johnson, Norm Noel, Stephen Dafoe, Amy Cherniwchan, Travis Schiewe, Leroy Kunyk, Tanya May, Jennifer Beattie, Shantell Bielesch, Opposed – Mary Jane Quinney, Loraine Berry, Diane Saskiw, Barry Bruce, Dwayne Spicer, Barbara Smith, Kelly Chamzuk, Vicky Lefebvre, Matthew McClennan, Janine Paly, motion carried.

Kirby Whitlock called for a recorded vote.

 

     12. Policies

Briefing Note: Given the size of our board and the lengthy process of development and approval, policies are voted upon at the general board meetings as an omnibus motion. Board members may make a motion to remove 1 or more policies from the omnibus motion for individual vote. Policy changes will not be entertained at the general board meeting. Policies are either accepted or rejected by the general board. Rejected policies are returned to the Policy Committee for further review and work where appropriate.

Briefing note: The policy committee met on April 6th, 2023. See the minutes from that meeting.

POLICIES FOR REVISION:

Section 4:1B - Loan of Resource Policy
Briefing Note: Added policy language to require staff to check materials out before taking them from library premises, require proof of address to issue a library card, and clarify renewals and extended loan periods. Some grammar updates.

Section 1:3R - Executive Director Grievance
Briefing Note: Grammar and simplification of text.

Section 1:3Q - Grievances
Briefing Note: Grammar and simplification of text.

Section 1:1P - Performance Management
Briefing Note: Grammar and simplification of text.

Section 1:1O - Long Standing Service Awards
Briefing Note: Grammar and simplification of text.

Section 1:1F - Reduction and Termination
Briefing Note: Grammar and simplification of text.

Section 2:1P - Communication Protocol - NLLS Board
Briefing Note: Grammar and simplification of text.

Section 1:1E - Probationary Periods
Briefing Note: Grammar and simplification of text

POLICIES TO DELETE 

Section 1:3N - Outside Computers
Briefing Note: This policy was incorporated into the Staff Network Policy Section 1:3Z and is, therefore, redundant.

M10- Mary Arnold moves to accept all the proposed policy changes, additions, and deletions as an omnibus package, all in favor, motion carried.

M11-Jennifer Johnson motions to delete the Outside computers policy as presented, all in favor, motion carried.

ELECTIONS – MENTI.com

Current Executive

1. Vicky Lefebvre, Chair (City of Cold Lake) Auto-seat
2. Jennifer Anheligher, Vice-Chair (Town of Morinville) Officer-at-large
3. Larry Tiedemann, Treasurer (Summer Village of Mewatha Beach) Zone 1
4. Maxine Fodness, (St. Paul County) Zone 2
5. Dwayne Spicer, (Town of Redwater) Zone 3
6. Leslie Cusack, (County of Vermilion River) Zone 4
7. Matthew McLennan (Sturgeon County) Auto-seat
8. Josh Crick (MD Bonnyville) Officer-at-large
9. Barbara Smith (Town of Boyle) Officer-at-larger
10. Curtis Schoepp (Summer Villages) Officer-at-large

Bolded positions are at the end of their term.

Consecutive Terms

Board members may serve on the Executive Committee for up to two consecutive terms. Terms are two years. They may serve additional terms with 2/3rds approval of the board. Larry Tiedemann has served on the Executive Committee for 2 consecutive terms and is seeking potential reappointment.

M12- Diane Saskiw moves that Larry Tiedemann be permitted to serve an additional term on the Executive Committee if so elected, all in favor, motion carried.

Election of Board Chair

The following individuals have been nominated for the position of Board Chair before the meeting:

1. Larry Tiedemann, self-nominated (The Town of Tofield, and the Summer Village of Mewatha Beach)
2. Jennifer Anheligher, self-nominated (The town of Morinville)

1st call for nominations (30 seconds)

2nd call for nominations (30 seconds)

3rd call for nominations (30 seconds)

M13- Maxine Fodness moves that nominations for the position of Board Chair cease.

Candidates are allowed 3 minutes to introduce themselves and speak about their vision for the Library System. Candidates will speak in order of nomination.

1. Larry Tiedemann
2. Jennifer Anheligher

Jennifer Anheliger has won the NLLS Board Chair position.

Election of Zone 1 Representative

The following representatives are eligible for service as the Zone 1 representative:

1. Kelly Chamzuk (Athabasca County)
2. Linda Fenerty (Smoky Lake County)
3. Janine Paly (Thorhild County)
4. Edith Yuill (Town of Athabasca)
5. Amy Cherniwchan (Town of Smoky Lake)
6. Barbara Smith (Village of Boyle - Already an Officer-at-large)
7. Leroy Kunyk (Village of Vilna)
8. Tyson Berlinguette (Village of Waskatenau)
9. Edwin Tomaszyk (Summer Village of Bondiss)
10. Curtis Schoepp (Summer Villages of Island Lake, Island Lake South, Sunset Beach, Whispering Hills, West and South Baptiste) Currently Serving
11. Larry Tiedemann (Summer Village of Mewatha Beach) Currently Serving

1st call for nominations (30 seconds)

Barbara Smith nominates Kelly Chamzuk

2nd call for nominations (30 seconds)

3rd call for nominations (30 seconds)

M14 – Lyndie Nickel moves that nominations for the position of Zone 1 representative cease.

Kelly Chamzuk has won Zone 1 seat by acclamation.

Election of Zone 3 Representative

The following representatives are eligible for service as the Zone 3 representative:

1. Barry Bruce (Beaver County)
2. Daniel Warawa (Lamont County)
3. Tanya May (Town of Bon Accord)
4. Len Falardeau (Town of Bruderheim)
5. Loraine Berry (Town of Gibbons)
6. Colleen Holowaychuck (Town of Lamont)
7. Jennifer Anheligher (Town of Morinville - already a member-at-large)
8. Sandra Nicholson (Town of Mundare)
9. Dwayne Spicer (Town of Redwater) Currently serving
10. Larry Tiedemann (Town of Tofield)
11. Barry Goertz (Village of Andrew)
12. Travis Schiewe (Village of Holden)
13. Lyndie Nickel (Village of Ryley)
14. Cindy Lefsrud (Town of Viking)

1st call for nominations (30 seconds)

Josh Crick nominates Dwayne Spicer

2nd call for nominations (30 seconds)

Linda Fenerty nominates Lyndie Nickel

3rd call for nominations (30 seconds)

M15- Cindy Lesfrud moves that nominations for the position of Zone 3 representative cease.

Dwayne Spicer has won the Zone 3 seat

The number and type of officer-at-large positions will be made available in the following order:

• Officer-at-large Indigenous
• No one available to run

Officer-at-large Summer Village

1st call for nominations (30 seconds)

Dwayne Spicer nominates Larry Tiedemann

Curtis Schoepp self nominates

2nd call for nominations (30 seconds)

3rd call for nominations (30 seconds)

M16- Darlene Beniuk moves that nominations for the position of Officer at Large – Summer Villages representative cease.

Larry Tiedemann has won the Officer at large – Summer Villages seat

Officer-at-large (Josh Crick currently serving)

1st call for nominations (30 seconds)

Barbara Smith nominates Josh Crick

Linda Fenerty nominates Lyndie Nickel

Dwayne Spicer nominates Curtis Schoepp

2nd call for nominations (30 seconds)

3rd call for nominations (30 seconds)

M17- Jennifer Johnson moves that nominations for the position of Officer at Large representative cease.

Josh Crick has won the Officer at large.

M18-Darlene Beniuk motions to destroy paper ballots, all in favor, motion carried.

Officers at large positions will follow the same format of calls for nominations as Zone Representatives.

     13. Next Meetings
           Friday, August 25, 2023 (ONLINE) 10 am
           Friday, November 24, 2023 (IN-PERSON & ONLINE) 10 am

         Executive Committee
         Friday, Jun 9, 2023, at 10:00 am - in Morinville (online option available)

         Policy Committee
         Thursday, Jun 1, 2023, at 8 am (online)

     14. Adjournment at 12:30pm